Associate Director of Finance & Administration

Description

Position Objective and Job Summary

The Associate Director of Finance & Human Resources, in conjunction with the Associate Vice President of Operations and accounting staff at the U.Va. Fund, manages the day-to-day non-donor-facing administrative operations of the College Foundation including payroll processing & human resources, procurement procedures, annual budget creation and oversight, compliance, and office management. This position will be a critical component of the operations team and will be the first point of contact on HR, budget, procurement, and office management related inquiries.

Key Duties and Responsibilities

Finance

 Financial Administration

• Assist in timely preparation of the annual operating expense and cash budgets for all Foundation departments in conjunction with Foundation leadership and department leads.
• Create and maintain all official documentation related to the annual operating and expense budget, provide information to the U.Va Fund regularly and respond to internal budget related inquiries as needed.
• Review provided monthly budget reports to identify budget variances or budget coding errors and take corrective action, as needed.
• Review monthly and quarterly financial statements as well as tax filings for general familiarity, provide documentation to compliance and external accounting vendors as needed.
• Supply budget and procurement related information in preparation for the annual financial audit.
• Create financial reporting including graphs and charts in Excel and PowerPoint

 Disbursements 

• Oversee the procurement process, ensuring all disbursement and reimbursement requests follow the appropriate protocol and are delivered timely to the U.Va. Fund.
• Monitor corporate credit card assignments and their use.
• Reconcile purchasing card logs and credit card statements. Prepare monthly consolidated card account invoice for payment. Discuss inappropriate purchasing card activity with employees and their supervisors.
• Oversee travel and entertainment reimbursement process for those traveling for the College Foundation ensuring accuracy and timely direct deposit.

Human Resources 

Personnel, Benefits and Payroll Management 

• Assist managers or employees who have routine management or employee relations issues, escalate to COO or AVP of Operations for resolution, as needed.
• Coordinate recruitment process with hiring managers, ensuring adherence to College Foundation recruitment procedures.
• Coordinate onboarding of new College Foundation employees.
• Reconcile payroll charges for each pay period to ensure employees are paid the correct amount, and that costs are charged to the correct budgets.
• Manage the day-to-day relationships with the contracted external providers of payroll services, and the health, insurance, and retirement benefit services for College Foundation employees.
• Serve as the principal College Foundation contact for HR generalist and payroll service providers.
• Ensure employees record their hours worked or used for leave accurately and on time, provide payroll information to payroll vendor each pay period.
• Coordinate annual HR processes, such as performance evaluations and open enrollment.

Operations & Business Administration

Compliance

• Assist in timely preparation of financial materials related to annual Federal and State compliance requirements, as needed
• Coordinate preparation of financial materials related to university compliance requirements with U.Va. Fund.
• Coordinate annual Charitable State Registrations process with external vendor(s).

Office Administration 

• Manage routine space planning and office assignments, furniture purchase and removal, cleaning vendors, and building maintenance requests.
• Order and distribute or store office supplies, computers and equipment, as requested
• Manage mobile telephone contracts, work-orders and repairs.
• Serve as alternate point of contact to resolve office related IT issues in conjunction with University ITS or external vendors when College Foundation Technology Support Specialist is unavailable

 Work Qualifications:

• Bachelor’s degree preferred
• At least three years of administering operating budgets and performing financial reconciliation
• Experience in payroll and benefits administration is preferred
• Comfort working with numbers, financial statements, and accounting terms
• Successful candidate should have excellent written and verbal communication skills and demonstrated ability to work independently as well as part of a team
• Attention to detail and ability to meet deadlines required
• High proficiency in Excel and PowerPoint required

Working Conditions: 

• This position will be located in College Foundation offices in Charlottesville, Va
• Some remote work flexibility is permitted, however, this is not a fully remote position
• Occasionally, some evening and weekend work may be required

Physical Requirements:

• General fast-paced office environment

Compensation:

•  The target starting salary for this position is $55,000 per year.  Final offer amounts are determined by multiple factors including candidate experience and expertise and may vary from the target starting salary.
• Participation in annual incentive compensation pool with bonus potential based on individual and organization performance.
• Retirement plan contributions up to an additional 11% of salary.
• Generous and comprehensive medical benefits with no-cost and low cost options for employees.

Direct Reports:

• None